If you’ve ever signed a permission form to release a student’s grades or wondered who can access school records, you’ve come across FERPA. While it may sound like another acronym in regulations, FERPA plays a significant role in how schools and universities handle student data. And if you work in education or compliance, understanding it is essential.

 

This article breaks down what FERPA is, what rights it grants, who it applies to, and how institutions can stay compliant while protecting student records.

 

What is FERPA?

 

The Family Educational Rights and Privacy Act (FERPA) is a U.S. federal law passed in 1974. It protects the privacy of student education records and applies to all schools that receive funding from the U.S. Department of Education.

 

FERPA grants specific rights to parents and eligible students when it comes to accessing, reviewing, and controlling access to a student’s educational records.

 

Who FERPA applies to

 

FERPA applies to:

 

• Public schools (K–12).
• Private schools receiving federal funding.
• Colleges and universities.
• Any educational agency or institution that receives U.S. Department of Education funding.

 

It covers students of all ages, though the rights shift from parents to students once the student turns 18 or enters postsecondary education.

 

What FERPA protects

 

FERPA protects education records, any records directly related to a student, and maintained by the institution or someone acting on its behalf.

 

Examples of protected records:

 

• Report cards and transcripts.
• Disciplinary records.
• Class schedules.
• Attendance records.
• Financial aid information.
• Academic performance and test results.

 

FERPA does not protect:

 

• Personal notes kept by teachers that are not shared.
• Campus police records.
• Employment records (unless related to student employment).

 

Rights granted under FERPA

 

FERPA grants several rights to parents or eligible students:

 

• The right to access education records.
  Schools must provide access to records within 45 days of a request.

 

• The right to request corrections.
  If a student believes their record is inaccurate or misleading, they can request an amendment.

 

• The right to control disclosures.
  Schools must obtain written consent before disclosing personally identifiable information (PII), with a few exceptions.

 

• The right to file a complaint.
  If a parent or student believes their rights have been violated, they can file a complaint with the U.S. Department of Education.

 

When schools can disclose records without consent

 

FERPA outlines several exceptions where schools can disclose student records without consent, including:

 

• To school officials with a legitimate educational interest.
• To other schools where the student is transferring
• For financial aid purposes.
• In case of health or safety emergencies.
• To comply with a judicial order or subpoena.

 

Another important exception is the disclosure of “directory information” such as a student’s name, address, or participation in activities. However, parents/students must be allowed to opt out of this.

 

 

What happens in case of a FERPA violation?

 

FERPA violations are taken seriously, even though they don’t typically result in financial penalties like other data privacy laws. Instead, the U.S. Department of Education may:

 

• Investigate the incident.
• Require corrective actions.
• Withhold federal funding if violations are not addressed.

 

Common FERPA violations include:

 

• Emailing student information to the wrong recipient.
• Sharing grades or schedules without consent.
• Leaving printed records unsecured.
• Failing to provide access to records within 45 days.

 

How to maintain FERPA compliance in educational institutions

 

FERPA compliance involves practices of how staff, faculty, and administrators handle student data in day-to-day operations. Here are some best practices:

 

1. Provide regular training to staff and faculty

 

FERPA rules aren’t always intuitive. Teachers, coaches, counselors, and administrative staff should receive ongoing training on what information they can and cannot share. Training should also include practical examples, like how to avoid disclosing grades via email or how to identify a valid consent form.

 

2. Restrict access to education records

 

Only authorized personnel with a legitimate educational interest should have access to student records. Implement role-based access controls in student information systems and regularly audit those with sensitive data access.

 

3. Evaluate third-party tools and edtech vendors

 

Many schools use digital platforms for grading, communication, or student management. Before adopting new software, confirm whether the vendor is FERPA-compliant. This includes reviewing their privacy policies, data storage practices, and contractual safeguards.

 

4. Protect both physical and digital student records

 

Security measures should go beyond password protection. Use encryption for stored and transmitted data, implement secure login systems (e.g., multi-factor authentication), and keep printed records locked in cabinets or secure rooms. Staff should also be trained to avoid leaving records unattended in shared spaces.

 

5. Set clear data retention and destruction policies

 

Schools should know precisely how long they need to keep specific records, and when and how to dispose of them securely. This applies to both physical files and digital data. Use secure deletion tools and shredding practices to ensure no data is recoverable after disposal.

 

6. Use tools to support compliance automation

 

Managing FERPA compliance manually can be time-consuming and error-prone. Schools can benefit from digital tools that streamline policy management, training, access tracking, and reporting. While these tools don’t guarantee compliance, they can reduce human error, improve oversight, and help maintain accountability.

 

Support your compliance goals with smarter awareness

 

FERPA compliance starts with people. Whether it’s school staff, administrators, or service providers, human error is often the weakest link when protecting student records.

 

The CyberArrow Awareness Platform helps organizations strengthen their compliance culture by equipping teams with the knowledge and tools to make smarter security decisions daily.

 

Key features include:

 

• Interactive, localized training modules designed to engage users across different regions.
• Customizable dashboards to monitor course completion and user engagement.
• Phishing simulation tools to reduce the risk of social engineering attacks.
• User-specific progress tracking to improve visibility and accountability.

 

Whether you’re training school staff or internal compliance teams, improving awareness is one of the most effective ways to prevent unintentional data exposure.

 

Moreover, CyberArrow GRC helps organizations automate critical compliance tasks, saving time and reducing manual errors. From policy management and risk assessments to evidence collection and reporting, the platform simplifies how teams meet internal and external requirements.

 

Explore the CyberArrow Awareness Platform and CyberArrow GRC today!